2-01 - Police Department Stretching Functional Fitness Program, Solicitation 26-1334 - RFP.pdf

Request for Proposals

Police Department Stretching & Functional Fitness Program

Solicitation No. 26-1334

Proposal Due: March 5, 2026, 3:00 PM Pacific Time

City of Bend 710 NW Wall Street, 2nd Floor

Bend, Oregon 97703 Attention: Donnie Sujack

Commented [NP1]: I would like to make sure there is a good emphasis on a “stretching” component and would like to see that added to the title if possible.

Commented [DS2R1]: @Nicholas Parker Done! If you would like this titled differently, that’s not a problem

Commented [JS3]: @Donnie Sujack Will you adjust this to a thirty-day period? If not, please let me know.

Commented [DS4R3]: Yes! 30 days is what Nick said he would like; the date I put in there was a overly optimistic/hopeful date when I started working on this.

CITY OF BEND

REQUEST FOR PROPOSALS

Introduction

The City of Bend requests proposals for qualified contractors to provide an ongoing stretching and functional movement program for the City of Bend Police Department.

Detailed information regarding the services to be provided are provided in Exhibit A – Scope of Work.

Issuing Officer

The Procurement Analyst is the issuing officer for this Request for Proposals (RFP) and the point of contact for the City for all process and Agreement questions as well as protests.

City of Bend Donnie Sujack Procurement Analyst 710 NW Wall Street, 2nd Floor Bend, Oregon 97703

E-mail: dsujack@bendoregon.gov

Questions, Requests for Clarification or Explanation

Any questions including technical questions must be directed to the Issuing Officer via the Portal by clicking on the Messages, Vendor Discussions tab of the desired solicitation. The City’s written response to questions and/or requests for clarification will be posted on the Portal. City must receive questions or requests for changes, in writing, a minimum of ten working days prior to the deadline for submitting a Proposal. Any submissions after this deadline will be answered at the City’s discretion. Please contact the Issuing Officer for accessibility options.

Proposers shall promptly notify the City of any ambiguity, inconsistency, or error which they may discover upon examination of the RFP documents. Any request for an explanation regarding the meaning or interpretation of requirements must be submitted in writing via the Portal, with sufficient time for the City to reply before proposal due date. The City may choose not to provide an explanation. Explanations will be made in the form of addenda.

Submission Date and Location

The deadline for submitting Proposals is: March 5, 2026, 3:00 PM Pacific Time. One (1) copy shall be submitted in electronic form through the City of Bend eProcurement Portal (Portal). The City’s

Portal can be found at https://bendoregon.bonfirehub.com. If technical assistance is needed, please contact Euna at 1-844-226-3862 (EUNA), email support.bonfire@eunasolutions.com or visit Euna’s help forum at (https://customer.eunasolutions.com/public/s/). Proposals received after the specified date and time will not be given further consideration. Proposer’s are encouraged to allow extra time to ensure proposals are uploaded by the deadline as this can be impacted by Proposer’s bandwidth speed.

Proposals will be received online as instructed on the City Portal. Proposals may also be submitted to the City, via mail, or in person, by contacting the Issuing Officer no later than two

(2) business days prior to Proposal due date to make arrangements ahead of time for an in-person submission. Hard copies will not be accepted unless the Proposer has made arrangements ahead of time. If a hard copy of the Proposal is submitted without prior coordination with the Issuing

Officer, the Proposal will be returned (unopened) to the Proposer without consideration. No faxed or emailed submissions will be accepted.

Obtaining Solicitation Documents and Addenda

The solicitation documents are available for download on the Portal https://bendoregon.bonfirehub.com. In order to download and respond to posted solicitations, Proposers will need to register as a vendor by visiting: https://bendoregon.bonfirehub.com. Once registered, follow the instructions to download the documents:

1) Log in to the Portal.

2) Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Only documents issued as Addenda by the City of Bend serve to change the RFP in any way. No other direction received by the Proposer, written or verbal, serves to change the RFP document.

Note: If you intend to submit a Proposal, the Proposer should consult the Portal to assure that you have not missed any Addenda announcements.

Protests and Requests for Changes of Requirements

Protest regarding this solicitation must be submitted not less than ten calendar days prior to closing, except that protests of an addendum are due five calendar days after the issuance of the addendum. A request for a change to any portion of this Request for Proposals is considered a protest. If a Proposer believes a requirement is unnecessarily restrictive or limits competition, they may submit a protest setting out the language for which change is sought and indicating the document title, page and, Section of Subsection where the language is located. To be considered, the protest must include a detailed statement of the legal and factual grounds for the protest, a description of the resulting prejudice to the Proposer if the protest is not granted, and the proposed change.

Protests of Notice of Intent to Award or the final Award must be in writing and made within seven calendar days of the issuance of each respective notification. If a Proposer does not protest the

Notice of Intent to Award, they will not be able to protest the Award. Protests shall be delivered to City of Bend, Procurement and Public Contracts Manager, 710 NW Wall Street, Bend, Oregon 97703. Protest procedures are set forth in Oregon Administrative Rules (OAR) 137-047-0740.

Protests shall be handled in accordance with applicable laws and rules.

Modification or Withdrawal

A Proposer may withdraw its Proposal, without prejudice, electronically through the Portal at https://bendoregon.bonfirehub.com prior to the Proposal closing date and time. The withdrawal of a Proposal does not prejudice the right of a Proposer to submit another Proposal within the time set for receipt of Proposals.

Responsiveness, Rejection, and Cancellation

The City may, at its discretion, reject any Proposal that does not substantially comply with the requirements set forth in the RFP. The City may reject any Proposal not in compliance with all prescribed public proposal procedures and requirements, and may reject for good cause any or all Proposals or cancel the RFP at any time before execution of the Agreement by both parties if rejection or cancelation is deemed to be in the public interest as determined by the City.

If a Proposal is entirely or predominately labeled as “Proprietary”, the City may, in its the sole discretion, deem the Proposal non-responsive. Unless the City, in its discretion, determines that a submitted Proposal is not in substantial compliance with RFP requirements, unintentionally incomplete, qualified, or omitted responses to Proposal sections will be dealt with as a matter of Proposal scoring as opposed to responsiveness.

The City may waive minor informalities and irregularities.

Organizational Conflicts of Interest

The City's procurement processes, consistent with state and federal law, require full and open competition. To prevent firms from obtaining an unfair competitive advantage, the City, as set forth in the Public Contracts Conflict of Interest Policy (Administrative Policy No. FIN-0102), generally prohibits any firm that has previously performed services on behalf of the City for a particular project from proposing, bidding, or participating in the preparation of a proposal or bid, on another solicitation for that same project. This prohibition applies to projects with an estimated value exceeding $250,000. The City may determine, in its sole discretion, that despite a firm's prior work on a project, the firm is nonetheless eligible to propose or bid on a subsequent solicitation on that same project. The circumstances relevant to the City's determination are set forth in the Public Contracts Conflict of Interest Policy. If a firm is prohibited from proposing or bidding on a subsequent solicitation pursuant to the Public Contracts Conflict of Interest Policy, that firm is not "legally qualified to contract with the" City on that particular project. See ORS

279B.110(2)(d) (setting forth responsibility criteria); ORS 279C.375(3)(c) (same); OAR 137-047-

0640(1)(c)(F)(iv) (same); OAR 137-049-0390(2)(d) (same).

Duration of Proposals

Proposals submitted are firm offers, irrevocable, valid, and binding on the Proposer for not less than 90 days following Closing. Proposals must be signed by an official authorized to bind the Proposer.

Public Record and Property of the City

With the exception of Proposals that are withdrawn prior to the Proposal due date or Proposals submitted past the Proposal due date, all information submitted by a Proposer in response to this RFP shall become the property of the City and will not be returned to the Proposer. If Proposers made special arrangements with the Issuing Office to accept a hard copy of a proposal, all hard copies of properly withdrawn or late Proposals will be returned to the Proposer unopened.

All documents received by the City are subject to public disclosure after the City selects a

Contractor. Information deemed by the Proposer as exempt under Oregon’s public records law must be clearly marked by the proposer as “Proprietary”. Marked pages must be placed in a group separate from the remainder of the proposal. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. The City will attempt to maintain the confidentiality of materials clearly marked

“Proprietary” to the extent allowable under Oregon public records law.

Incurring Costs

The City of Bend is not liable for any cost incurred by Proposers prior to issuance of a Agreement.

Proposers responding to this RFP do so at their own expense and the City will not reimburse any expense incurred by Proposers or any other party in the preparation or submission of a response to this RFP.

Business Inclusion and Diversity

Minority, Women Owned, Emerging Small and Veteran Owned businesses are encouraged to submit a proposal. Proposers are encouraged to involve participation of small, minority, women and veteran owned business enterprises. A Directory is available from the Certification Office for

Business Inclusion and Diversity (COBID) web site at:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx, or by telephone, 503-

986-0078.

Negotiations and Agreement

The City reserves the right to negotiate a final Agreement that is in the best interest of the City.

Requests for modification to the Agreement terms provided as Exhibit C - Services Contract should be included with Exhibit B – Statement of Assurances & Certifications. At completion of the evaluation process, the City will notify Proposers of its intent to award an Agreement. The

City will attempt to reach final agreement, including a detailed scope, project schedule and fee schedule with the highest scoring Proposer. If it appears agreement cannot be reached, the City, in its sole discretion, may terminate negotiations and reject the Proposal. The City may then attempt to reach a final agreement with the second highest scoring Proposer. The negotiation process may continue in this manner through successive Proposers until an agreement is reached or the City terminates the contracting process.

Selection Process

The City reserves the right to select a Consultant on the basis of the proposals or to conduct interviews with the highest qualified proposers following evaluation and scoring of the proposals, whichever is determined to best serve the needs of the City. The City reserves the right to seek clarifications of any or all proposals. Failure to respond in a timely manner to any such questions or requests may be grounds for elimination of the Proposer from further consideration.

The City may request additional information or make such independent investigations that, in the City’s sole discretion, it deems necessary or advisable to determine the responsiveness and responsibility of any Proposer. The City may obtain information from any legal source for clarification of any Proposal or for information regarding any Proposer. The City reserves the right to research and investigate references, including customers other than those listed in the Proposer’s submission.

Proposal Evaluation Criteria and Scoring

The evaluation and scoring will be based on technical and administrative capabilities in relation to the needs of the project. The Proposer with the highest total score shall be selected assuming all other applicable criteria are met. If interviews are conducted, there will be an additional 100 points available. The following criteria will be used in scoring the proposals:

Project Understanding and Approach Max. Points: 400

Evaluate the consultant’s project understanding and approach to accomplish the objectives and tasks set forth in the Scope of Work. Consider methodologies proposed to accomplish the work, including the types of information or data required. Review the proposed schedule for compliance with stated milestone dates and/or suggested schedule enhancements or deviations.

Project Team, Experience and Quality of Service Max. Points: 350

Evaluate the proposed team’s qualifications, experience, skills and commitment to perform the work. Evaluate the firm’s recent projects experience, specifically for this type of work, level of complexity, and comparable size with the proposed project. Were proposed team members actively involved in many of the referenced projects? Consider the quality of the firm’s completed projects and the quality of service the firm provided on previous projects for the City of Bend.

Cost Max. Points: 250

Evaluate the cost proposal using a formula that incorporates each proposer’s flat rate per class and hourly rate for non-class services, ensuring a consistent and equitable assessment of overall pricing. The proposal that accomplishes the stated objectives and tasks at the lowest cost will receive the highest points for this criterion.

Interview Max. Points: 100

If an interview is held, the City will recalculate the entire proposal and add points for interview performance (100 points available, if held).

TOTAL SCORE: 1000

Commented [DS5]: @Nicholas Parker - I changed the scoring so that we are meeting at least 25% weighted towards cost (as recommended by Justin). In doing so, I also weighted Project Understanding slightly higher than the Project Team Experience. My justification in do so is that despite one’s experience, if they don’t understand what PD is requiring of someone in this position, it will not be a good fit. I see the understanding of the project being the filter, and the background/experience being the proof. Please let me know if you would like to adjust this scoring/weight.

Commented [NP6R5]: Yes. That is perfect. Thank you.

Commented [JS7]: @Donnie Sujack What is the rationale for 20% weighting here?

Commented [DS8R7]: The goal was just to get the points to 1000, per Michelle’s comment on the template. Nick did not feel strongly about points per category, however, they are more concerned about the service and the vendor’s past experience than price.

We can adjust this to 25% per guidance!

Commented [JS9]: @Donnie Sujack How are you evaluating cost across proposals?

Proposal Contents

Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged.

1. Letter of transmittal. Include an introductory letter expressing interest in the project. The letter shall include full name of firm, RFP contact person, email address, mailing address, and telephone number. The letter must be signed by person authorized to bind the firm.

2. Project Understanding and Approach. Provide a statement of the services to be provided including a detailed explanation of how the services are to be provided.

3. Project Team. List the experience and qualifications of staff who will be working on the project, to include relevant college education, degrees, certificates, etc. If applicable, emphasize any experience delivering training for public safety personnel or first responders. Confirm availability and commitment of named key staff to the project. If the project manager is not local, identify any local contact and describe how project management, coordination and communications with the City will be accomplished. Do not include persons who will not be working on the project.

Include resumes at the back of the proposal which reflect education, registrations and experience of key staff.

4. Related Experience. Provide detailed descriptions for up to two (2) recent projects that are comparable in scope and nature to the proposed work. Each description should include:

Project dates and duration Key performance indicators or metrics demonstrating quality and successful completion Client reference information, including name and phone number

Indicate the involvement of proposed key staff on those or similar projects. Indicate the team’s familiarity with the local area.

5. Cost Proposal. Provide a cost proposal to perform the scope of work, to include:

Flat Rate Per Fitness Class:

A fixed, flat rate for each class delivered, regardless of class size or number of participants. This rate shall be inclusive of all costs directly associated with planning, preparation, instruction, and delivery of the class.

Hourly Rate for Non-Class Services:

A separate hourly rate for all services performed outside of scheduled classes. This may include, but is not limited to, individualized/group coaching, customized programming, consultations, meetings, assessments, and any other support services

Commented [NP10]: Any staff that is used for this will need to be CJIS certified, which entails a background check. Should we announce that here or somewhere else? I made a similar comment at the end of this document as well.

Commented [DS11R10]: @Nicholas Parker is a background check the only thing required to be CJIS compliant? Is this something that we would provide for them, or would they need to seek out a background check from a 3rd part? It may be better we include a section in the Scope of Work outlining these requirements.

Commented [NP12R10]: Agreed. Let's include in the scope. See below for further on CJIS.

Commented [DS13]: @Nicholas Parker - At Justin’s recommendation, I edited the cost proposal section so that it will be easier to evaluate which proposal has the best pricing. Please let me know if you think this looks okay, or whether you would like additional information included. This will be important to you as an evaluator!

Commented [NP14R13]: This looks great! Thank you.

requested by the organization. Include a listing of hourly rates for all employee classifications anticipated to work on the project.

Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant. The listed rates will be used in preparation of any future change orders.

6. Statement of Assurances & Certifications. Upload a signed copy of the Statement of Assurances & Certifications, Exhibit B as a separate document in the Portal. This document also includes addenda acknowledgement and additional company information.

7. Appendices.

a. Resumes

Limitations:

Sections 1-5 limited to a total of 10 pages of text, including the letter of transmittal.

Section 6 no page limit. Include the Statement of Assurances & Certifications sheet plus any additional sheets needed for exceptions.

Section 7 is limited to 4 pages.

The limitation does not apply to covers or dividers unless they are used to convey project information. Any 11 X 17 pages will be counted as two pages. A two sided page counts as two pages.

Pages beyond these page limitations will not be evaluated.

The Proposer shall number the pages in consecutive order.

Proposal text shall be legible. Arial typeface is preferred, but not required.

Minimum font size of 11 point.

EXHIBIT A

SCOPE OF WORK

Background The City of Bend Police Department is committed to promoting the health, safety, and overall well-being of its officers and department personnel. To support this mission, the Department seeks proposals from qualified contractors to provide comprehensive wellness programming designed to improve physical resilience, reduce injury risk, and enhance recovery. A yearly budget of up to $80,000 has been allocated for this project.

Project Objectives The primary objectives of this program are:

To deliver structured classes and coaching focused on functional movement, flexibility and stretching, fitness programming, injury prevention, and recovery techniques, all tailored to the unique physical demands of law enforcement personnel.

Provide a scalable program that any police department member can participate in regardless of age, gender, preexisting injuries, or physical condition.

To foster sustainable health practices that improve performance and longevity in the profession.

Deliverables Instructors will be responsible for designing and implementing group classes and individual coaching sessions.

Four (4) classes every eight (8) days to accommodate an eight-day work cycle for our uniformed personnel and one (1) additional class during the business work week. Classes will be made up of an average of ten (10) attendees, although class size may increase or decrease depending on staffing. We expect approximately 225 classes per year. Classes will be held in person at the Bend Police Department, 555 NE 15th Street, Bend, OR.

Individual and small group coaching sessions as needed/scheduled, offering customized programming for varying fitness levels and job roles, as well as educational resources on nutrition, injury prevention, and overall wellness.

Schedule Class dates and times must be established through a collaborative scheduling process between the

Police Department and the Contractor, taking into account Police Department staffing levels and operational requirements. Classes are generally expected to be 50 minutes in length, beginning at 12:00

PM Pacific Time, and rotating throughout the Department’s eight-day patrol week, including weekends.

While the schedule may be adjusted as staffing needs require, the Contractor must be able to reliably deliver services during these specified timeframes. Police Department expects

Commented [NP15]: This looks great!

Commented [NP16]: I believe this would actually equate to 236 classes per year….46 eight day work weeks in a year...four classes per week…184 classes with the additional one class during a normal week…52...totaling 236. Maybe we say “approximately 225 classes per year?”

Commented [NP17]: What do you think about adding the weekly hours that we anticipate based on the classes, mentoring, and programming? Maybe 10 hours per week? We have about $80k budgeted each year...our work weeks are eight days, thus we would have 46 weeks per year, at 10 hours per week (460), a contractor could charge $170 per hour, and come in at this budgeted amount. Our mental health practitioner is similarly set up with hours per week and I believe is at $170 per hour.

Commented [JS18]: @Donnie Sujack Let’s talk through a possible price schedule for these different types of services.

Commented [DS19R18]: Sounds good. This will impact evaluation of price!

Commented [JS20]: Incomplete sentence.

Commented [DS21R20]: Deleted!

operational priorities will govern scheduling and that flexibility to accommodate schedule changes is a condition of performance under this contract.

The City anticipates contracting for an initial approximately one-year period, which may be renewed for up to four (4) additional one-year periods if agreed upon by both parties.

CJIS Compliance Requirements for Contractor Instructors Instructors provided by the selected contractor must meet Criminal Justice Information Services (CJIS) compliance standards as mandated by the Bend Police Department. To ensure adherence to these requirements, the following steps must be completed prior to any instructional engagement:

1. Background Check o Each instructor shall undergo a background check administered by the Police

Department.

o The contractor must submit all required personal information, documentation, and fingerprinting to the Police Department to facilitate this process in a timely manner.

2. CJIS Online Training o Instructors must successfully complete CJIS Security Awareness Training, provided by the Police Department.

o Proof of completion must be submitted to the department before the start of services.

3. Confidentiality Agreement o All instructors are required to review and sign confidentiality and non-disclosure forms supplied by the Police Department.

o These agreements ensure the protection of sensitive data and compliance with CJIS security policies.

The contractor is responsible for coordinating with the Police Department to ensure all instructors meet CJIS requirements prior to performing any work under the resulting contract.

Failure to comply will be considered a default under the contract and may result in a stop work order from the City and/or contract termination.